Does each child need their own letter?

Yes. Each child's parents give permission for their own child, so collect one letter per child, signed by that child's parents.

Should the leader carry the originals?

Yes. Canada says border officials may not accept photocopies or digital versions, so the leader should carry each original.

Do group leaders need anything else?

Official sources we checked do not set separate rules for group leaders. The parents' letters naming the leader are what matter.

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School and Sports Group Trips Abroad: Consent Letters for Each Child

By Tanika Hall · Rules checked against official sources on 20 October 2026

The short answer: treat each child like any child traveling with an adult who is not their parent. Collect a consent letter from each child's parents naming the group leader, ideally notarized, with the parents' contact details and copies of their signed IDs.

What official sources say

Canada's consent letter guidance specifically covers children traveling with a group, such as a sports, school, musical or religious group, as well as with friends or other family members. The State Department says some countries require a notarized, written permission letter from the parents when a child travels with someone who is not a parent or legal guardian.

For each child, collect

a consent letter signed by both parents naming the leader or chaperone who is responsible for the child
the parents' addresses and phone numbers, and copies of their signed IDs (Canada)
permission for the leader to seek medical attention for the child if necessary (required in the Bahamas)
the child's passport and a copy of their birth certificate

Destinations that require it

Portugal requires, according to the State Department, a notarized parental consent letter for children traveling with adults other than their parents, and the Bahamas requires a notarized letter from the legal guardians. Canada checks these children more closely and can refuse entry without proof of the parents' permission.

Sources: Government of Canada: consent letter · US State Department: travel with minors

Common questions

Does each child need their own letter?: Yes. Each child's parents give permission for their own child, so collect one letter per child, signed by that child's parents.
Should the leader carry the originals?: Yes. Canada says border officials may not accept photocopies or digital versions, so the leader should carry each original.
Do group leaders need anything else?: Official sources we checked do not set separate rules for group leaders. The parents' letters naming the leader are what matter.

Want the letters ready to fill in? The Child Travel Consent Kit has Letter A for one parent traveling, Letter B for a grandparent, relative or friend, a notarization checklist and notes for ten destinations. Get the kit for $14.

Related guides

This guide explains what official sources say. It is not legal advice, and border officers apply the rules on the day. Check the linked source and your airline's own rules before you fly, and talk to a family law attorney if there is a custody order or a dispute.